April 2021 Official Word

 

Official Word

April 2021

Volume 22, Issue 3

 

INSIDE THIS ISSUE

  1. President's Message
  2. CCAC Election
  3. Events Calendar
  4. Professional Development Corner
  5. Newly Designated Clerks
  6. Region 9 Update
  7. Region 16 Article
  8. New Member Spotlight
  9. Sponsors

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 


CCAC President's Message
Anthony Mejia, MMC

I am so happy to report that we have over 300 registrants for the CCAC Virtual Conference which kicked off this week. This year’s conference will alternate between educational sessions and professional association presentations and we have a special business fashion session, virtual escape room, and awards ceremony planned. If you haven’t yet registered, you may still register for individual educational sessions. We will also post the zoom links for the professional association presentations on the website as these are free to everyone. I hope many of you will participate in the exhibitor breaks to learn more about their products and services. Our sponsors are more than just vendors, they genuinely care about clerk education and they contribute so much year-round. Lastly, I hope all of you will join the award ceremony on April 23rd at noon. We will be honoring our colleagues that have gone above and beyond the call of duty, exemplified our profession, and make us proud every day.

Membership Survey: Thank you to the 200 members that responded to our membership survey, your feedback and insights are invaluable. More that 86% of respondents indicated their support or neutral position for the proposal to restructure the Board of Directors from 25 to 13 members and 75% of you indicated that the proposed changes would at least make you “a little” more inclined to run for a Board seat in the future. Nearly 85% of respondents indicated support or a neutral position to transition to a flat rate for membership dues and allowing the membership to be owned by the individual rather than the agency. On behalf of the Board of Directors, I appreciate everyone that took a little time to complete the survey.

I do want to address some of the comments raised in the membership survey. Some you indicated concern that the smaller Board of Directors may not provide much opportunity for member involvement. Rest assured that we have identified many ways to ensure members remain engaged and have opportunities to test the waters before deciding to run for the Board. Nearly every director position will be responsible for coordinating a committee to assist them in carrying out their duties. These committees include the following:

  • Communications Committee
  • Conference Committee
  • Finance Committee
  • Fundraising & Scholarship Committee
  • Legislative Committee
  • Membership & Inclusivity Committee
  • Professional Development Committee

Although we are proposing the elimination of Regional Directors as Board positions, we will still seek representation from each region, and they will serve as liaison members to the Professional Development Committee and Communications Committee. This will ensure that regions continue to have a say on the educational programming planned each year and will be well-informed when they communicate with members in their region.

If you have any questions about the proposed restructuring or any other matters related to CCAC, please give me a call (951) 941-1538 (cell) or send me an email at [email protected]. I am always available to you.


CCAC is conducting its annual election.  Click here for the Notice of Nominations, Acceptance of Nomination, and Candidate Statement Form. The Region Director job description, along with a list and map of the regions, are also attached.

Pursuant to CCAC bylaws and policies, the Acceptance of Nomination and Candidate Statement Form must be received no later than June 23, 2021.

The electronic ballot will be emailed to all eligible voting members no later than July 13, 2021, and the deadline to complete and submit the ballot is August 13, 2021.


Events Calendar

Post COVID-19 Emotional & Leadership Intelligence
May 19-21 - Virtual
Click here for more information.

LAFCO - Everything Clerks Need to Know!
June 7-8 - Virtual
Click here for more information.

Doing More With Less
July 22-23 - Virtual
Click here for more information.


 

Athenian Dialogues 

Your CCAC Athenian Leadership Dialogue Committee has been hard at work scheduling and coordinating upcoming virtual ALDs to ensure that this educational opportunity continues to be offered for those pursuing their CMC/MMC and/or fellowship through IIMC!

Upcoming virtual dialogues are as follows:

Lean In by Sheryl Sandberg
Facilitated by Mary Lynn Stratta, MMC
April 16, 2021
Virtual!
SOLD OUT

The Culture Code by Daniel Coyle
Facilitated by Laura Nieto, MMC
May 7, 2021
Virtual!
Save the date!

Jonathan Livingston Seagull by Richard Bach
Facilitated by Ed Tywoniak
June 4, 2021
Virtual!
Save the date!

If you are interested in facilitating an upcoming virtual ALD, please contact Ashton Gout at [email protected].

Visit CCAC Events Calendar for all upcoming education opportunities.


Professional Development Corner
April Sousa, CCAC Professional Development Director

2021 is starting off like a barrel of monkeys, and there have been some very exciting things taking place professional development wise. I wanted to share with you a few highlights from this last quarter:

 

TTC 100 series saw a total 132 participants with 89 of those participants completing all 4 sessions for a total of 30 hours! 15% of those participants were Special District Clerks!

Everything Records Management Workshop earned the highest points of any workshop so far and sold out within 5 days! We will be offering it a 2nd time in the fall for those who could not attend.

Nuts and Bolts happened virtually again in February and was another success. The next one is schedule for June 2-3.

And now what you all are waiting for, upcoming virtual training opportunities. Mark your calendars and register early as space has been filling up fast for these.

  • May 5 – Special Granicus sponsored workshop with Faith Wood. More information to come soon.
  • May 12 - Special NetFile sponsored workshop. More information to come soon.
  • May 19, 20, 21 – 3-part Workshop on Working in a Post Covid World – 9:30-12 noon each day – 2.25 points – limit 60 participants.
  • June 7, 8 – 2-day Workshop on Busting the LAFCo Myths: Keys to Understanding and Working with your LAFCo – 9-11 each day – 1 point – Limit 40 participants.
  • July 22, 23 – Doing More with Less: Business Process Improvement – 8:45-11:15 each day – 1.25 points – limit 60 participants.
  • August 5, 6 – Back by Popular Demand – Everything Records Management – 2nd offering – 8:45-12 noon each day – points pending – limit 60 participants.
  • Sept 13 & 14 – Policy and Procedure writing workshop – times, points, and participant count TBD.
  • June-October – TTC Series 400
  • June-September – MMCA

Lastly, the Professional Development Committee needs your help. We are looking for new topics and presenters for the upcoming year. If you have a topic you would like to have as a part of an upcoming workshop, or maybe you have a presenter to suggest, please contact me at: [email protected].


Newly Designated Clerks

Helen Dryer, CMC - City Clerk Technician II, City of Roseville

Teresa Purrington, CMC - City Clerk, City of San Luis Obispo

Alisha Farnell, CMC - City Clerk, City of Cypress

Pamela Farris, MMC - Assistant City Clerk, City of Lodi

Briana Parra, CMC - Assistant City Clerk, City of Fresno

Melissa Thurman, MMC - City Clerk, City of San Bruno

Deborah Munday, CMC - Executive Assistant / Assistant Clerk, Gold Coast Health Plan

Jasmin Oriel, CMC - Executive Assistant, City of Rancho Cucamonga

Tameka Cook, CMC - Deputy City Clerk, City of Compton

Amanda Santos, CMC - Deputy City Clerk, City of Santa Clarita

Natalie Gonzaga, CMC - Clerk to the Board, Ontario International Airport Authority

Ana Marie Alarcon, CMC - Senior Administrative Assistant, City of Poway

Heather Glaser, MMC - City Clerk, City of Malibu

Cynthia Nava, CMC - Deputy City Clerk / Records Coordinator, City of Cerritos


Region 9 Update

Greetings Clerk professionals!  As we continue to navigate the several challenges of the pandemic while efficiently administering the democratic processes, I wanted to take this opportunity to acknowledge your hard work as well as your AMAZING ingenuity.  While the pandemic has required that we socially distance, these unprecedented limitations has also spawn within you a creativity and resourcefulness that could never be imagined. Through the successful use of Zoom meetings for remotely managing Council meetings and providing our communities access and participation in the public process, you have now raised the bar for municipal-community engagement to a new high level.  Job, well done!

As a reminder, among the several resources provided, the City Clerk’s Association of California (CCAC) offers a robust Mentoring program. The purpose of this initiative is to provide guidance and support to those who seek to learn and grow within the Clerk profession.  If you would like to serve as a Mentor or if you would like to be assigned to a Mentor, please contact Vicki Kasad at [email protected]  or (951) 285-2175.

Also, educational opportunities for learning and obtaining International Institute of Municipal Clerks (IIMC) points are ongoing.  From the CCAC website, click on Education and Events to view the calendar for the most up-to-date information regarding workshops, Athenian Leadership Dialogue, and much more.  Finally, in addition to the CCAC’s website and the Official Word Newsletter, you can also connect to the CCAC’s Facebook page for more information.    

Feel free to contact me anytime you have questions and or ideas of information that you feel would be useful for your professional growth.  I can be reached at [email protected] or (619) 341-1918.  Clerks Rock!!!

Tridae Hughes-Gonzales, MPA, CMC


Starting a New Job Remotely During the COVID-19 Pandemic

Kendall Rose, City Clerk, City of Petaluma - Region 16 Director

If you told me a year ago that I would be starting a new job with a City who functions completely remotely, I would have laughed out loud. In fact, I couldn’t even fathom the idea of working with or for people who I had never met in person. But one year ago, the pandemic struck the U.S., cities closed down, and we all figured out how to suddenly operate remotely. And after interviewing via Zoom from a campground in the woods, here I am six months later working remotely for an organization of nearly 330 employees of whom I can count on one hand I have met in person. The craziest part of all of this is how I feel more welcomed, engaged, and included in this organization than anywhere else I have ever worked; and for that, I have to give credit to my City Manager Peggy Flynn who has mastered the art of fostering success in the remote workplace. Here is a bit of advice I can share about starting a new job remotely during the coronavirus pandemic.

First off, celebrate your new job!

Applying for a new job, even in more traditional circumstances, can be an energy-depleting effort. Typically, your first day puts all of the exhausting effort behind you and re-energizes you with passion and drive. First days are usually filled with clean new desks, warm friendly smiles, and words of congratulations from your new teammates. However, in a remote world, nobody cleans your desk or buys you flowers, you aren’t invited out to lunch, and you’re lucky if your coworkers recognize you as the new employee in a Zoom meeting. So, take the time to make the day special for yourself. Clean your house, set up a designated work space, buy yourself a fresh bouquet of flowers for your desk, put on your best outfit, and plan something special to relax and unwind after your first day – take the time to celebrate landing your new role.

Set work-life boundaries.

I can’t stress the importance of this enough. In the traditional workplace setting your new-job jitters dissipate as you build a routine and settle into your office. For example, at my former organization, I used to walk to the local coffee shop with my coworkers every day either in the mid-morning or mid-afternoon, whenever we felt we needed the fresh air and “pick-me-up.” Our little ventures would recharge us and increase our productivity for the rest of the day. Maybe you would walk over to your work besties desk to chat, or you would eat lunch in the courtyard with a friend. But something about working remotely makes us feel guilty for stepping away from the computer during the workday. We find ourselves working extra hours late into the night and eating lunch in front of our laptops, because what else are we going to do during the pandemic? Let’s recognize that no one is expecting you to work yourself into exhaustion just because you can’t eat inside a restaurant. Set boundaries for yourself, stick to your work hours, and give yourself a break – a real break.

One of the easiest ways I’ve found to do this is to set up a designated physical space as your remote office. Whether it is your favorite recliner in the front room, a desk in your kitchen, or a fabulously chic home office, make that your space. Add a piece of motivational art, hang your CMC or MMC certificate on the wall, freshen up the space with an indoor plant, whatever you need to do to make that space feel like your office. Then, treat that space the way you would treat your office in City Hall. Eat lunch in a different room, take mini breaks to walk around the neighborhood, soak up some sun in the backyard, or otherwise take your mind off work by physically leaving “the office.”

Build meaningful working relationships.

Getting to know your coworkers takes even more effort when you can’t run into them around the office or see who they socialize with. Group chats, Zoom meetings, and emails are great for business but do little to build relationships. My biggest piece of advice is to pick up the phone and call people one-on-one. If you have a reason to do it, all the better, but a genuine compliment on a recent accomplishment or a quick question about the individual’s job can get the ball rolling. Rather than jumping right into business ask questions that show your curiosity in how they’re doing as a person. For example, is your coworker homeschooling their kids right now? Have they moved during the pandemic to better suit their lifestyle? Are they caring for an ill loved one? Have they taken up a new hobby? Expressing real interest in others’ lives can foster personal connections rather than just business connections, which are difficult to sustain without face-to-face interactions. You never know what shared challenges or experiences you may connect over. The details you learn can also help build your working relationships once you understand what your coworkers are dealing with outside of work – for example, if someone can only attend meetings in the afternoon because they’re caring for their kids in the morning.

Understand how your organization has been impacted by the pandemic.

The best part of bringing new employees into an organization is getting fresh perspectives and enthusiastic energy. That said, new employees need to temper the enthusiasm with an understanding for what the organization has gone through. The pandemic has brought on challenges such as budget cuts, furloughs, and personnel losses. Team morale might not be high. Understand though that low spirits in the organization aren’t a reflection of you joining and that your great attitude might be just the recharge they need. Show compassion to people who have had to adapt tremendously in the last year, and appreciation for the work they’ve done to sustain the organization to a point you were offered an opportunity to join the team. The best way to learn what the organization has gone through and how the pandemic will impact your role is to ask your boss directly. Equip yourself with real information from a trusted source rather than relying on the rumor mill.

Communicate effectively.

In a remote work setting, learning how to communicate with one another digitally becomes even more important. That’s why, as you get to know your coworkers, one of your first conversations should be about their preferred method of communication (email, instant message, phone, or video), the best time of day, and the frequency they prefer to touch base. Tell them your preferences as well so you can meet in the middle. If you are a supervisor or you report to a new supervisor, have those conversations on day one. I recommend establishing routine check-ins with your boss or your direct reports at least once per week. While this is likely more frequent than you would meet in person, you need to make up for all of the open communication you lose by not working in a shared space. Nothing is worse than feeling like your boss doesn’t know what you’re working on or feeling like you have no direction. Check-in formally during a scheduled meeting and establish whether it is appropriate to text, email, or call when questions arise outside of those meetings. At the end of the day, relationships are built on communication and trust, if things seem awry, pick up the phone and chat about it.

I will leave you with one final thought. It’s easy to get caught up in the negative impacts of COVID-19, but try, at the end of each day, to recognize and appreciate something positive this “new normal” has given us as well.



WELCOME NEW CCAC MEMBERS!

ON BEHALF OF CCAC, WE’D LIKE TO WELCOME EACH OF YOU. AS A MEMBER, YOU WILL RECEIVE REDUCED REGISTRATION FEES FOR EDUCATION OPPORTUNITIES, ACCESS TO SCHOLARSHIPS AND A NETWORK OF MUNICIPAL CLERK PROFESSIONALS STATEWIDE.

THANK YOU FOR YOUR DEDICATION AND COMMITMENT!

Taylor Day, Deputy City Clerk

City of Grass Valley

[email protected]

 Haley Reid, Management Analyst

City of Citrus Heights

[email protected]

 Serge Avila, Deputy City Clerk / Admin Aide

City of Sausalito

[email protected]

 Carol Parker, Deputy Town Clerk

Town of Loomis

[email protected]

 Edna Basa, Deputy City Clerk

City of Capitola

[email protected]

 Carmen Soto, Deputy City Clerk

City of Riverside

[email protected]


 FEEL FREE TO REACH OUT TO OUR NEW MEMBERS TO WELCOME THEM TO CCAC!


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